UF Carpentries Board Meeting: November 3, 2020
Brian, Brandon, Max, Trista, Vijay, Narayani, Audrey (Secretary)
- Approve minutes from meeting on Oct. 20.
- Sponsorship email update.
- Discuss which workshop to host before year’s end.
Approval of minutes from Nov. 3 meeting
* Meeting minutes not accessible online so could not be passed. * Postponed to Nov. 17 meeting.
* Contents of the sponsorship letter discussed. * Board members to edit prior to next meeting on Nov. 17.
2020 Workshop Participants List
* Brian tried to find it but could not locate it. * Workshop info folder should be updated. * The list can be taken from the registration forms. * Alethea will pull up the list of RSVP participants to get an estimate of participants. * Brian will contact Eve to get the list; once the list is available Brandon will get the number to fill up in the potential sponsorship letter. * Contents of the sponsorship letter discussed.
Funding & Sponsorship:
* Consider reducing the amount of funding the Club requests from sponsors. * Could ask for $1000 but indicate we are happy to accept whatever is offerred/they will provide. * Since the beginning, the club has struggled with determining/deciding what sponsors should receive in return for their support. * Previously, priority registration seats for sponsoring departments has been condsidered an option. * (i.e., priority for participants from departments who have dunded Data Carpentries) * Potential issue with this- may result in all workshop participants coming from departments that have funded Data Carpentires- lose diversity. * Althea suggests we base this on the focus of individual workshops; e.g., Spatial Ecology, Geospatial- depending on needs of department participants. * Potential issue with this- may result in all workshop participants coming from departments that have funded Data Carpentires- lose diversity. * Could provide workshop tailored for/offered exclusively ot funding department if they can guarantee a minimum number of participants. * Another idea: Solicit from sponsors/funders what workshop they see as most udeful to their department & potential participants. * Brandon: Provide short form to solicit requests, rather than sending and receiving random emails with suggestions requests. * Send 'short form' to one conatct name from each department. * Althea: We have contact names from previous sponsors/departments; for new sponsors we will have to identify designated contact name. * All agree, we will ask for $1000 instead of $1500. * However, do we include sponsors that contributed a substantial amount and ask for a lesser amount? * This may not be advantageous in the long run for the Club. * We could ask for same sum of money from donors of larger sums (i.e., amounts previously provided by these sponsors). * UFBI have consistently supported Data Carpentires but may not have the funds this year. * No dollar amount listed for UFBI. ### Action Item for Next Meeting: * Come up with list of departments to ask for funding/sponsorhsip. * Pharmacy seems interested in providing funding; Eve had contact with this department. * Can begin with Pharmacy main office admin person as contact. * Create spreadsheet with departments we want to reach out to as potential sponsors. * Brandon created google doc; need to fill in contact persons, etc.
Workshop ideas for 2020-21:
* How far apart do we space out specific worskhop themes? E.g., Geospatial topic- annually or more like once every 18 months? * May want to offer Intro to R more reguarly. * Geospatial fills up- once a year is not too often. * Earlier in 2020: Feb.- Social Science; May- Geospatial; Genonomics- (?); Sept.- Intro to R. * Social Science workshop may be of broad interest. * SNRE- interested participants and potential sponsor. * Ecology workshop has not been offered in a while. * Python workshop: there has been some interest in the past but not likely to fill up. * In the past, offered workshops of mixed topics- this is an option. * Identify topics of interest for mixed workshop. * Do any board members have time to organize a workshop this semester (Fall 2020)? * Most present at the meeting indicate they do not have time until December at the earliest. * Discussion of what organizing a workshop entails. * Pulling all the pieces together; responding to influx of emails, etc. * In the past, some workshops too long/have too many parts. * Previously, Alethea and Flora have taken care of setting up registration and organizing space to hold workshops (latter not necessary for virtual). * Consensus: Early Spring Semester 2021 most feasible to organize workshop. * We should begin planning spring workshop now.
Next Meeting Nov. 17, 10am
* First agenda item- nail down workshop topic, etc. * Positions for next meeting: Chair- Brandon; Secretary- Trista. * Action items: sponsors letter; donors list (potential funding departments); list of 2020 workshop participants.